(AUS) Reporting DETYA for the Australian Higher Education Sector

This chapter provides an overview of the Department of Education, Training and Youth Affairs (DETYA) reporting process and discusses how to:

Click to jump to parent topicUnderstanding DETYA Reporting

DETYA requires regular reporting from the Australian Higher Education sector. The required annual reports are the Full Time and Fractional Staff Report and the Casual Report. Noncompliance with these requirements might cost the institution DETYA grants.

Both reports must be submitted annually by June 26. The reference date for the Full Time and Fractional Staff Report is March 31. The reference date for the Casual Report is December 31 of the preceding year.

Click to jump to top of pageClick to jump to parent topicUnderstanding DETYA Calculations and Reference Dates

The categories used by the system are full-time staff, fractional staff, and casual staff. Each category and how it is calculated within the system are discussed below.

Full-Time Staff

A full-time staff member performs a job function in one work sector and one organizational unit under a full-time work contract. A staff member, who at the reference date has a full-time work contract in respect of their current duties, has a full-time equivalence at the reference date of 1.00 or 100%.

Fractional Staff

A staff member working under a full-time work contract but dividing work between different functions or different work sectors could still have a full-time equivalence of 1.00 when all functions or sectors are added. Fractional staff members generally work part-time. However, a fractional staff member could work 60% in one sector and 40% in another.

A staff member working under a fractional full-time work contract has a full-time equivalency based on the ratio between the number of agreed normal work hours and the number of normal work hours required of staff having the same classification type and level but with a full-time work contract.

For example, if a person with a fractional full-time work contract has normal work hours of 30 hours per week while the normal hours for that classification type and level are 40 hours per week, then the full-time equivalency would be 0.75 or 75%. Normal work hours exclude paid or unpaid overtime work hours. If a fractional full time staff member works 40 hours per week despite having a contract defining the standard hours as 30, the employee still has a full time equivalency of .75 or 75%.

Casual Staff

The calculations for full-time equivalence for a full year for a member of staff or group of members of staff with a casual work contract depend on the job function. These legislative guidelines should be followed to determine what full-time employee (FTE) data to enter for each staff member. This information is entered on the Job Data - Job Information page.

Job Function - Lecturing

  1. Determine the total number of contract hours (excluding associated hours spent in preparation and marking) for the person or persons during the full year.

  2. Divide that number by nine to give an equivalent number of weeks worked.

  3. Divide the equivalent number of weeks worked by N, where N is the number of teaching weeks in a full year for your organization.

Job Function - Supervising, conducting demonstrations, tutorials, or workshops

  1. Determine the total number of contract hours (excluding associated hours spent in preparation and marking) for the person or persons during the full year.

  2. Divide that number by 25 to give an equivalent number of weeks worked.

  3. Divide the equivalent number of weeks worked by N, where N is the number of teaching weeks in a full year, excluding any summer school period.

Job Function - Research, marking (as a single activity), or other work

  1. Determine the total number of paid hours for the person or persons during the full year.

  2. Divide that number by 35 to give an equivalent number of weeks worked.

  3. Divide the equivalent number of weeks worked by 52.

Click to jump to parent topicSetting Up DETYA Reporting Codes

To set up DETYA reporting, use the Classification Codes AUS (DETYA_CURR_CLS) and Organization Unit AUS (DETYA_ORG_UNT) components.

This section discusses how to:

For the purposes of DETYA reporting, you must complete two tables to define employee classifications and organizational units.

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up DETYA Reporting Codes

Page Name

Definition Name

Navigation

Usage

Classification Codes AUS

DETYA_CLSN_AUS

  • Workforce Development, Faculty Events, Define Faculty Events Data, Classification Codes AUS, Classification Codes AUS

  • Set Up HRMS, Product Related, Workforce Development, Faculty Events, Classification Codes AUS, Classification Codes AUS

Define classification codes specific to DETYA reporting.

Organization Unit AUS

DETYA_ORGUNIT_AUS

  • Workforce Development, Faculty Events, Define Faculty Events Data, Organization Unit AUS, Organization Unit AUS

  • Set Up HRMS, Product Related, Workforce Development, Faculty Events, Organization Unit AUS, Organization Unit AUS

Define organizational units specific to DETYA reporting.

Click to jump to top of pageClick to jump to parent topicMaintaining Classification Codes

Access the Classification Codes AUS page (Workforce Development, Faculty Events, Define Faculty Events Data, Classification Codes AUS, Classification Codes AUS).

Classification Group Code

Select the appropriate classification group corresponding to the code being defined. The group code defines the level of work being performed. DETYA defines these groups and the corresponding codes. Options are Abv Sr Lec (above senior lecturer), Level A, Level B, Level C and Non Acad (non academic).

Click to jump to top of pageClick to jump to parent topicMaintaining Organizational Units

Access the Organization Unit AUS page (Workforce Development, Faculty Events, Define Faculty Events Data, Organization Unit AUS, Organization Unit AUS).

Effective Date, Description and Short Description

Define the information for each organizational unit.

Click to jump to parent topicGenerating DETYA Reports Data

DETYA (Department of Education, Training and Youth Affairs) guidelines require reports to be submitted annually by June 26. These reports gather information about staff from the department data and job data components.

Click to jump to top of pageClick to jump to parent topicPages Used to Generate DETYA Reports

Page Name

Definition Name

Navigation

Usage

Create DETYA

DETYA_PROCESS

Workforce Development, Faculty Events, Manage DETYA Information AUS, Create DETYA, Create DETYA

Generate the permanent and casual DETYA data. This process saves the data to a temporary table. You can view or modify the details on the Review DETYA page. Select the end date for the report.

Create DETYA File

DETYA_FILE

Workforce Development, Faculty Events, Manage DETYA Information AUS, Create DETYA File, Create DETYA File

Generate the electronic file for the Permanent or Casual report after running the data generation process. Confirm that the correct report is running.

After running the report, review the error log. Use the Review DETYA page to make any changes.

Review DETYA

DETYA_PRCS_INQ

Workforce Development, Faculty Events, Manage DETYA Information AUS, Review DETYA, Review DETYA

Update DETYA reporting information by individual employees, by employee ID, employee record number, or name. Changes made to this page are picked up by the Create DETYA File process but not updated at the employee level (for example, job, personal data, or education). If you make any changes to this page, you need to rerun the Create DETYA File process.

See Also

Administer Workforce Reports